Request For Proposal for Audio Visual Services.pdf

REQUEST FOR PROPOSALS FOR AUDIO VISUAL SERVICES

TO SUPPORT ARC’S STATE OF THE REGION EVENT

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide audio-visual production services, for an in-person event, which will be held the morning of Friday, November 1, 2024, in Atlanta, GA. ARC reserves the right to award the contract(s) to one or more contractors to meet the needs of the event. ARC anticipates selecting a contractor(s) early July 2024. All post-event work must be completed by December 1, 2024. The successful company or team should be prepared to begin work immediately. ARC reserves the right to award all or part of the available funds for this project.

I. CLIENT AND EVENT PROFILE

ARC is a governmental organization which serves as a regional convener, bringing diverse stakeholders to the table to address the most important issues facing metro Atlanta. For more than 30 years, the State of the Region event (SOR) has been a live gathering of approximately 1,500 civic, business, elected, and nonprofit leaders across the metropolitan Atlanta region. Its purpose is to provide an overview of the region’s progress in 2023, to look ahead to potential opportunities and challenges in coming years, and to provide an opportunity for community leaders to come together to build relations that lead to addressing those issues in a collaborative manner.

II. SCOPE OF SERVICES

We envision a first-rate, in-person event lasting up to 3 hours. The event will include a networking and coffee hour, followed by approximately 90 minutes of main stage activities.

These activities will feature five primary speakers, visual presentations, an awards ceremony, 3- 6 pre-recorded videos, and a live stage performance.

Please see Exhibit C of this RFP for the tentative run of show.

A technical rehearsal with speakers and performers will occur on Thursday, October 31st, concluding by noon. All audio and visual components must be set and operational by Wednesday, October 30th.

Compensation for the services is not expected to exceed $55,000.

It is ARC’s preference to hire one company that will provide an array of audio visuals solutions to support the “main stage” or central component of the morning event. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

III. APPLICANT ELIGIBILITY

Individuals and organizations, whether for-profit or not-for-profit, having the appropriate experience and specific expertise necessary to carry out the duties and responsibilities outlined below are eligible. All proposers must have demonstrated similar project experience to be eligible for consideration. The Atlanta Regional Commission reserves the right to check all references furnished and consider the responses received in evaluating the proposals.

We are seeking to collaborate with an organization who has an outstanding track record of reliability and stellar customer service. We are interested in partnering with a company(s) that can meet the following criteria:

● 3+ Years in business

● Key staff, the project manager in particular, has 5+ years of experience

● Proven experience at this level of production

At a minimum, but not limited to, the selected firm will be required to adhere to the following:

● Required Certificates of Insurance

● Assurance of Compliance with Title VI of the Civil Rights Act of 1964

● Completion of Debarment and E-Verify forms.

IV. PROPOSAL REQUIREMENTS

Interested firms should submit a proposal that addresses the factors listed below and the Scope of Services. The Consultant must provide a detailed breakdown of the proposed budget in the format of Exhibit B-1.

Proposals shall not exceed a total of 40 pages (8.5 x 11) inclusive of resumes and firm experience. Covers, end sheets, budget exhibits, and an introductory letter shall not count against this maximum.

Firms must respond to this RFP with electronic files. Proposal evaluations will focus initially on the written proposals. Should it be determined that further information is required, one or more firms may be asked to demonstrate their product’s ability to meet the specific needs of this event. ARC reserves the right to award this contract, or contracts based on initial proposals received without formal interviews.

Proposals must include the following to be considered responsive:

1) Company Information and Staffing including:

• Legal name, mailing address, email address, phone, primary point of contact

• Core technical competences of your company including a statement of your company’s production philosophy

• Biographies/qualifications of key staff members

2) Previous, Relevant Experiences:

• Descriptions of your company’s last 5 projects/events of a similar scale. Please call-out which services your organization was asked to provide

• References of at least 3 previous client references within the last 3 years (with current contact information) who can attest to the quality of your company’s work

3) Project Approach:

• Description of technical approach for this project, and proposed schedule.

4) Cost Proposal:

• Proposals must include a detailed estimated cost (all fees showcased as a line item) for all equipment and labor related to event execution.

• The proposer is encouraged to propose charges that will be discounted as compared to the then-current market rates for comparable products and services available from other reputable providers.

• Showcasing your services before this select group of potential customers can bring new business to your company. For this reason, priority may be given to any bid that includes complimentary services or reduced fees, in exchange for sponsorship status and/or trade outs.

5) Completed Contract Forms in Exhibit G:

• Contractor/Vendor Information

• E-Verify (Georgia Security and Immigration Compliance Act Affidavit)

• Certification Regarding Debarment

V. SUBMITTING PROPOSALS

Interested proposers should submit an electronic copy of their proposal(s) to cmayerik@atlantaregional.org no later than 5:00 p.m. (EDT), Friday, June 28, 2024. Your subject line should read: State of the Region AV Proposal.

Technical questions should be submitted in writing to cmayerik@atlantaregional.org no later than 9 a.m. on Wednesday, June 19, 2024. Responses to those questions will be posted as received but no later than 5 p.m. Monday, June 24, 2024, on ARC’s website, which can be found at: https://atlantaregional.org/procurement/

No exceptions will be allowed for the timeline/evaluation process.

Each proposal must state that it will remain valid for a minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation, selection, holidays, or unforeseen delays.

VI. TERMS AND CONDITIONS:

a) ARC reserves the right to select for contract or for negotiations a proposal other than that with the lowest cost, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

b) ARC reserves the right to award any contract to the next most qualified contractor if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal. The contract resulting from acceptance of a proposal by ARC shall be in a form supplied or approved by ARC and shall reflect the specifications in this RFP.

mailto:cmayerik@atlantaregional.org mailto:cmayerik@atlantaregional.org https://atlantaregional.org/procurement/

c) ARC reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the client’s legal counsel.

d) ARC will reserve the right to terminate the event upon the occurrence of any circumstance beyond the control of either party, such as acts of God, war, acts of terrorism, government regulations, disaster, strikes, work stoppages, accidents, mandatory quarantines, pandemics, curfews, or other restrictions of movements, or civil disorder, to the extent that such circumstances make it illegal or impossible to continue the event.

e) ARC shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.

VII. CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary information, as defined by state law, must be marked as confidential to prevent disclosure.

Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

VIII. SELECTION CRITERIA AND PROCESS:

An ARC team will review and evaluate all properly submitted proposals that are received on or before the deadline. Proposals will be evaluated based on the following factors:

a) Provider capabilities to satisfy the requirements of the request, demonstrated related experience and qualified staff (35%)

b) Technical approach including proven ability to meet deadlines (35%)

c) Cost Proposal (20%)

d) References of the firm or project team including the customer service experience (10%)

EXHIBIT A

SCOPE OF SERVICES – AUDIO VISUAL PRODUCTION SERVICES

General: The work to be accomplished by the Consultant is in support of the following ARC Cost

Center:

Cost Center No. Cost Center Title 423AC State of the Region

I. PURPOSE

The Atlanta Regional Commission (ARC) is seeking proposals from eligible respondents to provide audio-visual production services, for in-person event, which will be held the morning of Friday, November 1, 2024, in Atlanta, GA.

For more than 30 years, the State of the Region event (SOR) has been a live gathering of approximately 1,500 civic, business, elected, and nonprofit leaders from across the metropolitan Atlanta region. Its purpose is to provide an overview of the region’s progress in 2023, to look ahead to potential opportunities and challenges in coming years, and to provide an opportunity for community leaders to come together to build relations that lead to addressing those issues in a collaborative manner.

II. STUDY AREA

The event will take place in the Georgia Ballroom at the Georgia World Congress Center, Atlanta, GA.

III. WORK SERVICES

It is ARC’s preference to hire one company that will provide an array of audio visuals solutions to support the “main stage” or central component of the morning event. ARC will consider contracting with one prime audio/visual provider who works with qualified sub-contractors.

A. Stage Design: See Exhibits D-G stage design examples.

1. Scenic set elements with lighting to highlight ARC brand and theme. The preferred provider will present 2-3 various staging options to the ARC team 40 days prior to the event.

2. Attractive lectern with mic that will accommodate a podium sign.

B. Lighting:

1. Stage lighting - Sufficient stage wash

2. Accent lighting - moving spot and wash fixtures

3. Uplighting for side walls

4. Gobo or animated lighting on (2) white back walls

C. Rigging: Must be provided by the in-house AV provider. Proposals that contain a coordinated, conservative plan for rigging and/or an estimate of costs provided by the in-house AV provider will be weighed more favorably as part of the Technical Approach score.

D. Audio:

1. Robust and clear sound system

2. Eight (8) Channel wireless (inclusive of handhelds and lavalier mics)

3. Audio recording to mp3 file(s) uploaded to client platform post event

4. Twelve (12) clear com system headsets for client - wireless and hard wired to be provided

E. Video:

1. Three (3) Projectors – HD DLP or equivalent (unless use of LED wall is proposed)

2. One (1) Center screen or possible LED wall

3. Two (2) 16:9 format outboard screens for presentation content

4. Two (2) cameras - IMAG video of speakers

5. One (2) confidence monitor - (PPT presentations setup for current slides and notes)

6. Perfect Cue system

7. Speaker timer

8. Video recording(s) delivered to client via hard drive or cloud-based storage link post event

F. Labor:

1. Audio

2. Lighting

3. Video

4. Electrician

5. Project Manager

6. Set-up, rehearsal and strike labor

7. Overtime labor fees

G. Production operations and management – weekly meetings with key staff in weeks leading up to event.

H. Technical rehearsal with operational audio and video projection day prior to the event.

I. Provision of a digital file of the “main stage” program content within 24 hours

Note: Client is not responsible for craft services for the AV Providers onsite personnel

IV. DELIVERABLES

1. A productive and staffed rehearsal offered on time with all necessary equipment operational.

2. A fully staffed, professionally delivered event.

3. State of the art equipment, all in working order and delivered to the venue on time.

4. Video and audio recordings of the entire “main stage” activities.

EXHIBIT B-1

PROPOSED PROJECT BUDGET

Identification of Costs:

Identify all costs in U.S. dollars, including expenses to be charged for performing the services necessary to accomplish the contract's goals and objectives. The AV contractor is to submit a fully detailed budget, including staff costs and any expenses required to accomplish the tasks and produce the deliverables under the contract. Costs for subcontractors shall be broken out separately. Please note if any subcontractors are certified Disadvantaged Business Enterprises

(DBE).

Provide a cost proposal that includes all fees detailing services, such as direct labor, travel, overhead costs, direct costs or services, subcontracts, profit, miscellaneous expenses, and a contingency fund. For direct labor, include a breakdown of professional personnel participating in the project, specifying estimated hours, rate per hour, and total estimated cost. Outline travel expenses by stating the purpose of travel, the estimated number of trips, and the cost per trip. For overhead costs, apply the overhead percentage rates to the total direct labor costs.

All additional services beyond the project's initial scope yet identified by the proposer as beneficial to the Atlanta Regional Commission (ARC) shall be delineated separately for the ARC to consider.

Please list all the names and contact information for all subcontractors. In your response, include any costs associated with access, set-up, audiovisual (AV) requirements, or travel (GSA Atlanta Region) to the ARC. Additionally, specify any additional fees that may be charged for specialized equipment, technical support, on-site personnel, or other logistical needs. Clearly outline the breakdown of these costs to ensure transparency and ease of evaluation.

EXHIBIT C

DRAFT RUN OF SHOW

Friday, November 1, 2024

7:30 a.m. Check-In, Networking & Coffee 8:00 a.m. • Performance

• Video

• Opening & Welcome

• Metro Atlanta Speaks (PowerPoint or

Video)

• State of the Region Address

(PowerPoint and video vignettes)

• What’s Next ATL Speakers

• Keynote Speaker (PowerPoint)

• Regional Excellence Awards (Power

Point or video)

• Harry West Visionary Leadership

Award (Power Point)

• Unsung Hero Award (PowerPoint)

• Concluding Remarks

9:45 a.m. Adjournment

EXHIBIT D

State of the Region 2023

EXHIBIT E

State of the Region 2022

EXHIBIT F

State of the Region 2021

EXHIBIT G

State of the Region 2019